Board Meeting Monday April 10th 7:30pm
April 7, 2023
BOARD OF DIRECTORS MEETING
Agenda & Report
Monday April 10, 2023 7:30PM
2nd Floor Party Room
6:30PM – CLOSED SESSION
The Board is scheduled to meet to discuss rule violations, pending litigation, Unit Owner account issues and personnel matters.
7:30PM – OWNER FORUM
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners.
CALL TO ORDER – Board Meeting Open Session
The meeting chair, expected to be Board President Michael Parrie, will call the meeting to order.
Confirm Quorum
The meeting chair will confirm a quorum of Board Members is present. Board Members and representatives from Management will be introduced.
Commission Reports
Commission chairs or members so designated will be invited to update the Board and Owners on business and activities.
Attached to the report for Board review is the most recent report from the Home Improvement Commission.
Board Report
The meeting chair may give a report on current Association business and activities of interest.
Action Items
- Closed Session Business
This agenda item is provided for any resolutions proposed resulting from Closed Session discussion.
- Minutes – Board Meeting March 13, 2023
Attached to the meeting report for Board Member review, are the proposed minutes for the Board of Directors Meeting held on Monday March 13, 2023, as submitted by Property Manager Timothy Patricio, for Board consideration.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby approves the minutes from the Board Meeting held on Monday March 13, 2023.”
- Updated 22.1 Disclosure
Attached to the report for Board Member review is the updated 22.1 disclosure as of March 2023 for formal Board approval.
The 22.1 Disclosure, is a standard document we provide upon request in the event of any sale and make available for inspection to the prospective purchaser. This incorporates:
- A copy of the Declaration, by-laws, other condominium instruments and any rules and
- A statement of any liens, including a statement of the account of the unit setting forth the amounts of unpaid assessments and other charges due and owing as authorized and limited by the provisions of Section 9 of this Act or the condominium
- A statement of any capital expenditures anticipated by the unit owner’s association within the current or succeeding two fiscal
- A statement of the status and amount of any reserve for replacement fund and any portion of such fund earmarked for any specified project by the Board of
- A copy of the statement of financial condition of the unit owner’s association for the last fiscal year for which such statement is
- A statement of the status of any pending suits or judgments in which the unit owner’s association is a party.
- A statement setting forth what insurance coverage is provided for all unit owners by the unit owner’s association.
- A statement that any improvements or alterations made to the unit, or the limited common elements assigned thereto, by the prior unit owner are in good faith believed to be in compliance with the condominium
- The identity and mailing address of the principal officer of the unit owner’s association or of the other officer or agent as is specifically designated to receive
As a matter of routine, we continue to update this regularly, and will present it periodically for Board review and formal approval.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the 22.1 disclosure as drafted with the best available information through March 2023.”
- Annual Meeting Schedule
Below for Board Member consideration is the proposed schedule for the 2023 Annual Meeting of the Unit Owners:
- Initial notice mailed the week of April 17th.
- Candidate Application due by Friday May 12th at 5pm.
- Formal Annual Meeting Notice and proxy forms mailed by Friday May 19th.
- Meet the Candidates Meeting Wednesday June 7th 7pm.
- Annual Meeting Monday June 12th 7:30pm.
Attached to the report for Board review is a draft of the notice, election rules and candidate information form to be distributed following approval of the schedule.
A sample motion: “I move the Park Tower Condo Board of Directors hereby approve scheduling of the 2023 PTCA Annual Meeting of Unit Owners for Monday June 12th, 2022, at 7:30pm, as well as Meet the Candidates Night on Wednesday June 7th at 7pm, and directs the necessary notices and mailings be drafted and distributed by Management as proposed.”
- Cable/Internet Commission Appointment
The purpose of this action item is to consider the appointment of an additional member to the Commission considering the renewal of the bulk Cable and Internet Contract; Ricardo Eugenio of Unit 1404. As a courtesy, he was invited and participated in the first meeting of the Commission on Monday April 3rd.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby appoints Unit Owner Ricardo Eugenio (Unit 1404) to the Ad-hoc Cable/Internet Commission considering the renewal or replacement of the bulk cable and internet contract presently with Astound Broadband.”
- Health Club One Day Pass
The purpose of this action item is by request of a member to formalize previous discussion of a policy for a trial period of One Day Health Club Passes for Owners and Residents.
Specifically, it was proposed that we plan a 90 day trial for a $15 one day pass. The pass needs to be used within 30 days of purchase. Attached to the report for Board review are the sample passes we’ve drafted and they will be color coded and logged for control.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association hereby instructs management to run a 90 day trial of one day health club passes, for $15 per pass, and only good for 30 days from the date of purchase.”
- Bike Room Wall Hanger Rate
A question was raised as to whether the wall spots should not also be at the new lower $48 rate. While budgeting, it was only specified that the upper racks would be at the reduced rate. However, we committed to raising the question with the Board.
To bring members up to speed, so far we have had no new parkers requesting the upper rack – we’ve just added names to the lower rack wait list. Renewals to the upper rack have expressed appreciation at the lower rate.
If necessary, a motion can be proposed based on discussion at the meeting.
- AED Replacements
For some time our team has been trying to get needed maintenance on our existing AEDs. Unfortunately, two vendors we used in the past were unresponsive and we’ve been working to identify vendors to not only resupply them but to provide our annual training. The process started during the pandemic, and finally this winter we were able to get vendors willing to do the work and training.
In the interim, the existing AEDs passed their warranty period, and we’ve learned some parts are no longer available, so it is also time to replace them. Attached you will find quotes and a review from Jacquie Smith after meeting and discussions with the vendors. The “Zoll” unit is the device most similar to what we presently have and is what we learned is the most widely used in the market. The key proposals are as follows:
American AED: Zoll $4005.75
CINTAS: Zoll $4190 (older model)
Zoll 3 $4998 (newer model)
Thompson: Zoll $3989.98
American Red Cross: Zoll Waiting for updated number.
After gathering information, we are inclined to go with the high bidder, and the newer model quoted by Cintas. Cintas has been more responsive, they have much shorter lead times, they have options for an annual maintenance program which will actually be cost effective and more efficient compared to managing the past units. Also, they have a more accessories to consider though we are not interested in too many bells and whistles. It just underscores that their access and availability is greater, and for this type of equipment there is a lot of added value.
The standard Zoll warranty is 8 years.
This was not a budgeted effort as we did not have information at the time of budgeting. However, given the relatively small expense and purpose of the device, we suggest we move forward and work it in to the current budget.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves replacement of the lobby and health club AED units, as proposed by CINTAS First Aid & Safety.”
- Hallway Light Fixtures
To prepare for the coming continuation of hallway work from 52 down, it makes sense to place the order for the light fixtures, since this is one fixture that is already decided upon. Also, with the economy and supply issues as they have been, we want to make sure we get this order in and reduce the chances of further inflation or the light we want being discontinued.
Originally, the previously chosen supplier Active Electric, quoted $249 per fixture. This was an increase from the original price of $217 for the 55th floor. So our team did bid this again to another supplier, Midwest Lighting, who quoted $232. Learning we sought another quote, Active Electric bid $234. The total quotes are as follows:
Active Electric $237,346.20
Midwest Lighting $235,317.60
Our budget for this project is $230,000. Our engineer is actively working to get further pencil sharpening if possible from either vendor. However, this does include 38 extra fixtures, which is a number we believe we can comfortably store, and that is about $8000 of the cost.
The engineer also expressed concern with Active Electric, explaining that the rep has been very “wishy/washy” about storage. In the meantime, Midwest has expressed with certainty they are committed to storage and delivery as needed for the duration of the project.
As it stands, we suggest switching to Midwest.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the purchase of the remaining Brownlee light fixtures for the Hallway Remodeling Project floors 3 through 52, as proposed by Midwest Lighting, and 38 additional fixtures for stock, as proposed for an expense of $235,317.60, to be funded by the Association’s Reserve Fund.”
- Condenser Pump #4 Repairs
A. Ratify Emergency Valve Work
As our team prepped the cooling plant, the gate valve on condenser pump #4 (serving the main residential cooling chillers) was not holding. We could not continue working without replacing or rebuilding it. And without removing it and inspecting, rebuilding was not a guarantee. Furthermore, only one supplier had the valve in stock and available – and only one of them. So, to avoid the possibility of waiting an excessive amount of time, we secured the valve in stock.
After a conversation with Michael Parrie, I authorized its immediate replacement by our maintenance contractor WJO Chicago. The work was completed. Not having it done as we did, would have delayed starting the cooling plant by an unknown period of time.
Attached is the proposal, which we request the Board ratify.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves and ratifies the action by management to authorize replacement of the 10” gate valve serving condenser pump #4, as proposed by WJO Chicago for an expense of $11,880, to be funded by the Reserve Fund.”
B. Condenser Pump #4 Seal
The same pump still has a slow drip, which our maintenance contractor WJO advised is due to bad seals. There are two on this pump. This is not as much an urgent condition as with the gate valve, but if we have hot weather, we would only be able to run one of our two chillers. In time for the meeting, the engineer was able to get two proposals for the necessary replacement:
Fluid Technologies $13,778
TRAMCO Pump Co. $15,752
Concerned about the cost including the difference, he also looked up the price of the new seals directly with one of our suppliers (also attached). Each seal is about $5,088 from the warehouse and one of the likely suppliers for both vendors.
We see no reason not to proceed with the low bidder.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves seal replacement for condenser pump #4, as proposed by Fluid Technologies Pumps and Controls, Inc., for an expense of $13,778, to be funded by the Reserve Fund.”
- Commercial Heat Exchanger
As budgeted, our team sought the attached proposals for the planned replacement of the Commercial Space Heat Exchanger bundle:
Hayes Mechanical $99,137
Kroeschell Service, Inc. $134,380
WJO Chicago $86,500
Also, we expect it to be possible there will be additional work identified as the replacement gets underway. Among other peripheral conditions, several of the valves serving this fixture are original and may not hold as they should once we begin working with them. We would suggest a budget of $8000 to address any such unknown conditions as they arise.
We see no reason not to choose the low bidder. This project was budgeted for $107,000.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the replacement of the Commercial Heat Exchanger bundle, as proposed by WJO Chicago, for an expense of $86,500, and a provision of $8000 to address unknown conditions that may arise, to be funded by the Reserve Fund.”
- Boiler Hinge Replacement
As budgeted, our team sought the attached proposals for the planned replacement of the hinges on both main heating boilers:
Hayes Mechanical $21,992
Kroeschell Service, Inc. $19,265
WJO Chicago $27,800
We see no reason not to choose the low bidder. This project was budgeted for $22,000.
A sample motion: “I move the Board of Directors of the Park Tower Condo Association approves the replacement of the hinges on both main heating boilers, as proposed by Kroeschell Service, Inc., for an expense of $19,265, to be funded by the Reserve Fund.”
- Construction Requests
Attached to the report for Board Member review are remodeling packets for the following Unit Owners’ construction projects:
Unit 304 Bathroom Remodeling
Unit 2909 Hard Flooring Install
Unit 4310/4311 Kitchen/bath Remodel, HVAC, Hard Flooring
A sample motion follows: “I move the Board of Directors of the Park Tower Condo Association approves the remodeling plans for 304, 2909 and 4310/4311 as submitted by the unit owners, following the recommendations of the chief engineer as outlined in their written specifications and in accordance with the Rules and Regulations and remodeling guidelines of the Park Tower Condo Association.”
Business Reports
1. Treasurer’s Report
Attached to the Report for Board Review is the February 2023 Balance Sheet and Statement of Income & Expenses as reported by the Habitat Company.
Fund Balances End of February 2023
Operating assets totaled $1,670,748 and the Reserve cash and investments were $4,451,486 for a total of cash and investments of $6,122,234.
February 2023 Revenue and Expenses
Total Operating Revenue: $625,726
Total Operating Expenses: $500,035
Income (Loss) From Garage: $33,367
Contribution To Reserve: $149,567
Total Surplus: $9,491
2. Treasurer’s Report
Business and Activities – Property Manager Tim Patricio will review current business and activities of interest.
Engineer’s Report – Property Manager Tim Patricio will review activity of interest from the Maintenance team.
Recent Sales Activity – Property Manager Tim Patricio will review the most recent Sales. The current Sales & Lease reports are attached to the meeting report for Board.
ADJOURNMENT
There being no further business, the Board will consider adjourning the meeting.
A sample motion: “I move the Board of Directors adjourns the April 10, 2023 Board Meeting at PM.”
OWNER FORUM
The Board of Directors and Management will welcome and address feedback and questions from Unit Owners.
The next regular Board Meetings are scheduled for April 24th and May 8th at 7:30PM. Also, a Resident Forum is scheduled for Tuesday April 25th at 7pm. All such meetings are expected to be held in the 2nd Floor Party Room unless otherwise posted.
About the Author: Tim Patricio
Park Tower Horizons
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